Administrative Assistant

Administrative Assistant

We are looking for an Administrative Assistant to support a fast-paced billing and office operations environment. This contract opportunity with potential for a permanent role is ideal for someone who thrives on accuracy, organization, and consistent follow-through while managing a high volume of invoicing and related administrative tasks. The person in this role will help keep billing records current, coordinate with internal teams and customers to gather required documentation, and ensure submissions are completed according to client-specific guidelines.

Responsibilities:

• Manage a large daily invoicing workload, handling roughly 50 or more billing transactions with a strong focus on timeliness and accuracy.
• Examine inspection documents, quoted service work, and completed job activity to prepare invoices that reflect the correct billable details.
• Confirm that inspection approvals and supporting paperwork are complete before releasing invoices for processing.
• Communicate with coworkers and customers to obtain missing reports, clarify incomplete billing details, and keep invoicing on schedule.
• Submit invoices through customer billing portals while following each account's specific formatting and documentation requirements.
• Maintain billing logs and tracking spreadsheets to monitor completed work, invoice progress, pending items, and outstanding follow-up needs.
• Investigate rejected invoices, payment questions, and other billing discrepancies, then take appropriate steps to resolve outstanding issues.
• Provide general administrative support that may include data entry, handling inbound calls, and front-office assistance as needed.